Job Opening: Administrative Assistant for Development and Programming

JOB SUMMARY

The Administrative Assistant for Development and Programming is a vital contributor to the Calmer Choice mission by providing key administrative support across the development and programming departments of the organization. Occasional administrative support will also be provided to the Chief Executive Officer, as needed. In addition to supporting the day-to-day operations of the development and programming departments, the position also requires interfacing with board members, donors, volunteers and community members through event and meeting support, and through interface in the Calmer Choice office.

ADMINISTRATIVE RESPONSIBILITIES

Specific activities include but are not limited to:

Database Management

  • Maintain donor, volunteer and prospect database
  • Create all queries, custom reports and mailing lists

Gift Processing

  • Enter all gifts into donor database with high-level of accuracy
  • Produce donor acknowledgement letters in timely manner
  • Support monthly gift reconciliation process

Event and Meeting Support

  • Provide administrative and logistical support for Calmer Choice’s annual event portfolio, including but not limited to registration and donation tracking, supply and food ordering, administrative support to event committees, set-up and breakdown, and day-of volunteer management
  • Provide administrative and logistical support for meetings as needed across all departments, including but not limited to minute-taking, transcription and set-up and breakdown

Volunteer Management

  • Generate and supervise the activities of volunteers in the Calmer Choice offices
  • Support the Chief Executive Officer in volunteer tracking, communications and trainings

Administrative Support

  • Maintain programming data tracking documents
  • Conduct data and prospect research
  • Maintain files for event participation logs, feedback forms and surveys, and participant testimonials
  • Assist in the creation and/or revision of all development and programming marketing collateral

ORGANIZATION-WIDE RESPONSIBILITIES

  • Attend organization-wide events, trainings and retreats as requested
  • Participate in annual performance review process
  • Support additional duties, as assigned, by CEO, COO, Program Director, or other staff member

EDUCATION AND EXPERIENCE REQUIREMENTS

  • High level of professionalism and proactivity
  • Ability to work both independently and collaboratively while juggling multiple tasks and priorities
  • Proven experience as an administrative assistant
  • Knowledge of office management systems and procedures
  • Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
  • Excellent time management and organizational skills and the ability to prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • High School degree required

POSITION DETAILS

  • Status: Part-time, hourly (28 hours per week)
  • Reports to: Chief Operating Officer (20 hours), Program Director (8 hours)
  • Compensation: Negotiable

TO APPLY:

Please email your resume to info@calmerchoice.org

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